JOB PURPOSE:
The Contracts Administrator offers support to the Legal, Commercial and Compliance Teams with the Senior Contract Administrator in relation to all compliance and contract elements relating to Penta Consulting resources.
KEY STAKEHOLDERS
External – Penta’s external resources.
Internal – Sales team, Compliance team, Legal and Commercial team,
DUTIES AND RESPONSIBILITIES
* Create paperwork for all incoming work on the customer relationship management system (CRM)
* Ensuring any special provisions are verified and compliant and raising any risks associated with various entities to Senior Contracts Administrator.
* Ensure that credit check has been approved by Credit Control, liaise with the Manager to ensure a relevant Client’s frame has been signed off.
* Ensure that a correct template is used for each entity and that correct template email is sent out.
* Processing termination and non-disclosure/notice breach letters/emails as directed, ensuring that any potential legal risk is raised to the Manager.
* Ensure that all compliance documents including Passports, Limited company certificate insurance & bank details in relation to limited company contractors are attached onto the database. This includes check of The Companies House/Credit Safe.
* Updating Accounts department with signed paperwork (new placements, extensions, amendments) via Pay Bill email and liaising with Accounts Manager with regards to any contractual queries.
* Liaise with contractor’s Management Companies including fortnightly or monthly reporting audits on o/s extensions and dealing with any compliance queries referring to Consultants.
* Enrol Contractors onto the Company Healthcare Policy as and when requested and liaise with any queries relating to Healthcare including regular contact with the Brokers and audits, including all cancellations have been actioned by Bupa.
* Liaising with Contractors with regards to any contractual requests, including supplying consultants with copies of agreements on ad hoc requests
* Process background checks for all Contractors and Penta employees using HireRight Portals (US and UK) and dealing with all queries relating to the process including ensuring a correct charge is incurred and costs are agreed with the Area Executive Director, reports are loaded onto Mercury and all applications are processed from the Consultants.
* Assist Manager with uploading of Suppliers agreements onto the database ensuring all agreements are attached and correct Tier Process is applied
* Assist Manager as and when required with audits relating to Clients ongoing Audits, Healthcare audits, Self-Billing and any compliance tasks on ad hoc basis.
* Deal with any sales queries on ad hoc basis as and when required.
* Regular use of DocuSign, and dealing with any queries related to this portal.
* Ensuring all onboarding are completed for new starters, welcome emails track in forms and providing company benefits information
* Issuing and liaising with sales about Waivers.
* Monthly audit of HireRight invoices and applying the correct fee to mercury.
EXPERIENCE / QUALIFICATIONS:
* Compliance experience (Desirable).
* Contracts experience (Desirable).
* Working knowledge of Ltd Company & Umbrella company compliance (Desirable).
* Proficient in MS office suite.
* Familiar with CRM software (desirable) .
* Excellent communication and interpersonal skills.
* Excellent organisational skills.
PERSONAL QUALITIES:
* Integrity – demonstrates honesty and ethical conduct in all actions.
* Attention to detail – pays meticulous attention to detail, ensures accuracy and precision in all tasks.
* Adaptability – adapts quickly to changing priorities and thrives in a busy environment.
* Communication – articulates clearly and effectively to address any problems.
* Collaboration – works collaboratively with cross-functional teams to achieve compliance goals and objectives.
* Accountability – takes ownership of tasks and responsibilities and follows through to ensure completion.
Due to the nature of the role this is a full-time office-based role.